Privacy Policy | Anovis AI

1. Introduction

At Anovis AI, we respect your privacy and are committed to protecting your personal data. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website, contact us, or use our services, including the third-party tools we rely on for chat, analytics, scheduling, and message delivery.

This policy applies to visitors worldwide and reflects our obligations under the European Union's General Data Protection Regulation (GDPR) and Switzerland's Federal Act on Data Protection (nFADP, revised 2023).

2. Information We Collect

We collect personal information only when you choose to provide it, such as when you:

Contact us through our contact form or by email
Book a call with us through our scheduling provider (Cal.com)
Request a consultation or otherwise engage with our services
Interact with our AI chat assistant (only after you allow functional cookies)

Analytics data (only with your consent): If you allow analytics cookies, we collect information about how you use the site, such as pages viewed, clicks, approximate location derived from your IP address, device and browser type, and anonymised session recordings in which all form inputs are masked. This is handled on our behalf by PostHog and stays switched off until you opt in.

Cookie preferences: We store your cookie choices on your device (in your browser's local storage) so we can remember them on your next visit. We do not store any other information about you on your device automatically.

No tracking before consent: We do not run analytics, record sessions, or load our chat assistant until you give the relevant consent. If you decline, none of that data is collected.

Contact form (anti-spam processing): When you submit our contact form, your IP address is held only in our server's volatile memory, just long enough to enforce a one-submission-per-minute rate limit against bot spam, and is then purged automatically. It is never written to disk, never logged, never shared, and never transmitted to any third party. The fields you fill in (first name, last name, email, company, and message) are delivered to our internal team channel (Slack) so we can reply.

3. Cookies and Similar Technologies

Consent-first approach: Optional cookies and the third-party services behind them stay switched off until you give explicit consent. Until you do, we set only the essential cookie described below and run no analytics or chat scripts.

Our cookie banner groups cookies into three categories:

Essential: Used to store your cookie choices on your device. These cannot be switched off because the consent system depends on them.
Functional: Enable our AI chat assistant (Chatbase) when you consent. Without functional consent, the chat widget does not load and no chat data is processed.
Analytics: Enable product analytics and session replay (PostHog) when you consent. These let us understand how the site is used so we can improve it. Without analytics consent, PostHog does not load, sets no cookies, and collects nothing.

You can change your choices at any time using the "Cookie Settings" button in our website footer. Your preferences are stored on your device, expire after 365 days, and clearing your browser data resets them.

4. Third-Party Services and Integrations

We rely on a small number of third-party providers. Some load only after you consent through our cookie banner; others receive data only when you choose to take a specific action, such as sending a message or booking a call. Each has its own privacy policy governing how it handles your data:

Chatbase (loads only with functional consent): powers our AI chat assistant. When you use the chat, your messages and conversation data are processed by Chatbase to generate responses. The assistant is not always active, so the chat widget may not appear even when functional cookies are allowed.
PostHog (loads only with analytics consent): provides product analytics and session replay, hosted in the European Union. Session recordings mask all form inputs.
Cal.com (used when you book a call): when you open our booking link and schedule a meeting, the name, email, and scheduling details you provide are processed by Cal.com.
Slack (used when you submit the contact form): the details you enter in the contact form are delivered to our internal Slack workspace so the team can respond. Your IP address is not included.

If you decline consent for the cookie-based services (Chatbase, PostHog), they do not load and process no data. Each provider's privacy policy is linked below:

Fonts: Our pages use Google Fonts, which are served from Google's servers. When your browser loads a font, Google may receive your IP address. We do not use Google Fonts for advertising or profiling.

5. Data Minimization and Privacy-First Design

Privacy by design: We deliberately keep data collection to a minimum and put you in control:

Consent-first loading: Chat and analytics stay off until you opt in, so no third-party processing happens without your knowledge.
Opt-in, anonymised analytics: When enabled, analytics is limited to usage data, and session recordings mask all form inputs. We do not sell your data or use it for advertising.
Local preference storage: Your cookie choices live on your device, not on our servers, giving you control.
Minimal collection: We collect only what you provide for a specific purpose (a message, a booking, a chat) plus, with consent, anonymised usage data.

This gives you granular control over what is shared and with which services while still being able to use the site.

6. Legal Basis and International Data Transfers

For visitors in the European Union and Switzerland, we process your personal data on the following grounds under GDPR and nFADP:

Consent: for optional cookies and the services they enable, such as our chat assistant and analytics.
Legitimate interests: for core website functionality, security and spam prevention, and responding to inquiries you send us, where these do not override your privacy rights.
Contractual necessity: where processing is needed to provide a service you have requested or to enter into an agreement with you.

Our analytics provider (PostHog) is hosted in the European Union. Some other providers (Chatbase, Cal.com, Slack) may process data outside the EU/EEA and Switzerland. Where that happens, we rely on appropriate safeguards such as Standard Contractual Clauses or adequacy decisions.

7. How We Use Your Information

We use the information we collect to:

Respond to your inquiries and requests
Provide, maintain, and improve our services
Facilitate consultations, bookings, and business communications
Send technical notices and updates related to services you have requested
With your consent, measure and improve how the site is used

8. Data Sharing and Disclosure

We may share your personal information in the following circumstances:

Service Providers: We share data with the providers described in section 4 (Chatbase, PostHog, Cal.com, and Slack) that perform services on our behalf. They are limited to using your data only for the service they provide to us.
Legal Requirements: We may disclose information if required by law or in response to valid legal requests.
Business Transfers: In connection with any merger, sale of assets, or acquisition of our business.

We do not sell your personal information.

9. Data Security

We implement appropriate technical and organizational measures to protect your personal data against unauthorized access, alteration, disclosure, or destruction. However, please note that third-party services have their own security measures and policies.

10. Your Rights and Choices

Under GDPR, nFADP, and other applicable data protection laws, you have certain rights regarding your personal information:

The right to access, update, or delete your personal information
The right to withdraw consent where applicable
The right to data portability (receive your data in a structured format)
The right to object to processing based on legitimate interests
The right to lodge a complaint with a supervisory authority

Cookie Consent Management

You have specific control over cookies and similar technologies:

Accept or reject each category of optional cookies when you first visit our site
Change your cookie preferences at any time using the "Cookie Settings" button in our footer
Clear your browser cookies to reset all preferences
Disable cookies entirely through your browser settings (may affect site functionality)

For data processed by third-party services, you may need to contact those services directly to exercise certain rights. We can assist you in understanding how to manage your interactions with these integrated services.

11. Changes to This Privacy Policy

We may update our Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the "Last updated" date at the top of this page.

12. Contact Us and Supervisory Authorities

If you have any questions about this Privacy Policy, including questions about our third-party integrations or how your data is processed, please contact us at:

Anovis AI

c/o Switzerland Innovation Park Basel Area AG

Lichtstrasse 35, 4056 Basel, Switzerland (Novartis Campus)

info@anovisai.com